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Project Admin / Admin Assistant job in Denver at Rider Levett Bucknall

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Project Admin / Admin Assistant at Rider Levett Bucknall

Project Admin / Admin Assistant

Rider Levett Bucknall Denver, CO Full Time

Title: Project Administrator / Administrative Assistant

FLSA Status: Non-Exempt

Reporting to: Office Director and Project Manager

Company Overview

We are looking for dynamic individuals to join our team! With over 20 offices in North America and the Caribbean in addition to over a hundred global offices and approximately 4,000 staff worldwide, RLB has a truly global reach while still offering a local presence to its clients almost without exception. We are committed to our core services and pride ourselves on our dedication to customer care and leading edge service provision.

RLB is an award-winning international firm, known for providing property and construction consultancy advice at all stages of the construction cycle. Utilizing its many years of experience and professionally trained employees, RLB continues to firmly establish itself as one of the major players in the construction industry throughout the Americas, Africa, Asia, Europe, Middle East and Oceania. Our employees are involved in a variety of projects across a range of sectors, from sports arenas and healthcare to higher education and convention centers.

As a privately held company, we hire the best people, give them exceptional training, and provide extensive opportunities for professional growth while working on exciting projects while providing an excellent compensation and benefits package.

Overview of Role

The Project Administrator/Administrative Assistant will be responsible for maintaining an open communication channel between the office and field personnel to ensure all paper work is accomplished in a timely and accurate fashion on assigned projects, expediting routing and processing for approval of purchase orders/subcontracts/invoices, expediting receipt of certificates of insurance/licenses/bonds as required from sub-contractors, submittal logging/tracking and follow-up, typing and distributing punch lists, and obtaining receipt for close out materials to the owner. The Project Admin / Admin Assistant should have the ability to identify opportunities within a project that will add value and help successfully accomplish the clients desired project outcome

This role also provides general office support with a variety of clerical activities and related tasks. The position will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties, and general employee set-up and support.

Essential Functions

Project Functions

  • Aids project management services such as personnel, filing, budget preparation and control, records control, and special management studies
  • Coordinates and processes project invoices to ensure contract compliance, prepare invoice cover letters and transmittal documentation and submits to owner for payment
  • Coordinates the collection and preparation of project reporting
  • Proofreads and corrects reports from staff
  • Coordinate meetings when necessary
  • Data entry and composition of administrative documentation
  • Order supplies for jobsites
  • Participate in weekly project meetings with design consultants, general contractors, project managers and owners
  • Work with project managers to develop weekly meeting agenda
  • Develop and distribute meeting minutes
  • Follow-up with project team members to ensure timely completion of assigned tasks
  • Monitor project schedules, log and track progress to meet design, construction and other deadlines
  • Develop monthly executive summary reports

Office Functions

  • Creates and distributes all office billings
  • Gathers, reviews, and processes expense reports for coding and compliance prior to manager approval
  • Maintains vendor and client contact lists and relationships
  • Establishes a positive and efficient office environment for employees, guests, and clients
  • Schedules and organizes office activities such as meetings, travel, conferences, and department activities
  • Answers telephones
  • Preparation of correspondence, meeting minutes and reports as requested
  • Preparation of written responses or replies by phone, correspondence, or e-mail when necessary
  • Establishes, develops, maintains and updates filing system. Retrieves information from files when needed
  • Retrieves, sorts, and distributes mail for office
  • General office duties (photocopying, binding, faxing, etc.) when requested.
  • Tracks and orders office supplies
  • May help with marketing administrative tasks such as data entry, marketing research, preparing proposals and RFP responses
  • Contributes to team effort by accomplishing related results as needed
  • Contributes to team performance by collaboration and effective communication.
  • Contributes to and understands the clients desired project outcomes, identifies opportunities to add value to accomplish the desired outcomes.
  • Adds to team effort by accomplishing other duties as assigned.

The ideal candidate will demonstrate a positive proactive approach to the role and will be committed to delivering customer and employee service excellence, with good commercial results. 

  • Associates Degree in a related field or work-related experience preferred.
  • One to three years’ experience in design and construction or project management preferred
  • Skilled in Microsoft Office, including Word, Excel, Outlook, and PowerPoint
  • Excellent writing skills
  • Basic accounting skills
  • Contract administration experience a plus
  • Marketing experience, design software skills, and knowledge of the A/E/C industry is a plus
  • Skills Required:  Excellent communication, writing, and interpersonal skills necessary, with the ability to effectively consult and negotiate across all levels of an organization; Must be able to maintain confidentiality and show initiative

Physical Requirements and Working Conditions:

  • Often work in an Indoor office environment. Equipment used includes computers and standard office machines.  Essential physical tasks include: the ability to work on a computer and the ability to answer and speak on a telephone.
  • May work on site location to include ascending or descending ladders, stairs, scaffolding, ramps, poles, and the like, using feet and legs and/or hands and arms. Body agility is emphasized. This factor is important if the amount and kind of climbing required exceeds that required for ordinary motion and ability to lift 50lbs.
  • May also require:
    • Sitting
    • Standing for long periods of time
    • Walking, carrying, pushing, stooping, crouching, and pulling

RLB is an Equal Opportunity Employer. This company does not and will not discriminate in employment and personnel practices based on race, sex, age, handicap, religion, national origin, or any other basis prohibited by applicable law. Hiring, transferring and promotion practices are performed without regard to the above listed items.


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